RFP TR-FY26-04.PDF

BERKELEY COUNTY SCHOOLS

50 Coast Guard Drive

Kearneysville, WV 25430

PHONE: (304) 267.3500

004PurchasingBCS@groups.k12.wv.us

Request for Proposal (RFP) For:

Berkeley County Schools Transportation Department – Water Reclamation System for Automatic Bus Wash

RFP Request Date: 09/11/2025 RFP Responses Due: 09/25/2025 by 10:00 AM via Demand Star

Introduction The Board of Education of the County of Berkeley, Martinsburg, WV, is requesting sealed bids for a Water Reclamation System for our Automatic Bus Wash at the Berkeley County Schools Transportation Department.

Berkeley County Schools requires a turnkey solution that integrates seamlessly with existing automatic wash bay infrastructure while providing reliable water recovery and treatment capabilities. For more information about this project, please contact Eric Keesecker, Executive Director of Transportation via email at ekeeseck@k12.wv.us or by telephone at (304)267-3510 ext. 10208

Pre-Bid meeting

Pre-bid site inspections are available by appointment between the dates of 09/11/2025 through 09/24/2025.

Contact Eric Keesecker to schedule an appointment.

Proposal Evaluation and Award of Contract All proposals satisfying the requirements of this RFP will be evaluated based on the attached scoring criteria to establish which of the bidders best fulfills the needs of the Owner and this project. This RFP does not commit the Owner to award a contract, to pay any costs incurred in the preparation of the quotation, or to contract for the goods and/or services offered. The Owner reserves the right to accept or reject any or all proposals received because of this request, to rescind this RFP, if it is in the best interests of the Owner to do so. An award will be made in the best interest of the Berkeley County Board of Education.

RFP Submission Procedure

Submit all required documents using Demand Star (www.demandstar.com). If you have any questions or need assistance, contact Berkeley County Schools Purchasing Department at 004PurchasingBCS@k12.wv.us 304-

267-3500.

Registered Sex Offender Notice In compliance with Berkeley County Board of Education Policy: Sex Offender Registry Notification Series 54 and as found in West Virginia Code § 15-12-1 et seq, the contractor (Vendor) shall not send any employee or agent who is a registered sex offender to any school building or school property. Quarterly, the contractor (Vendor) shall check the registry to determine if the employee is registered. For information regarding the Sex Offender Registry, Vendors should contact the West Virginia State Police.

mailto:ekeeseck@k12.wv.us mailto:at%20004PurchasingBCS@k12.wv.us

Submission Contents

RFP Responses must include the following:

• Complete proposal to include all system components for an above ground water reclamation system

• Warranty Information

• Bidders Affidavit (signed)

• WV No Debt Affidavit (signed)

• General Terms & Conditions (signed)

• Drug-Free Workplace Affidavit (signed)

• Signed WV-96 form with no changes (attached)

• WV Vendor Registration Memorandum (signed)

• WV Business License issued by the WV State Tax Dept (if applicable)

• WV Secretary of State Registration (not required if sole proprietor)

• Current W-9 completed, signed, and dated

*Please note* The vendor is not permitted to make changes or redlines to any of the required documents.

Berkeley County Schools intends to install the water reclamation system if it requires only basic plumbing & electrical hookups. However, if your company offers installation services, please list the cost as a separate quote and included it in your sealed bid proposal.

Scope of Work

Berkeley County Schools seeks to install a comprehensive above ground water reclamation system specifically designed for automatic school bus washing operations at our Transportation Department facilities in Martinsburg, WV. This system must provide efficient water recycling capabilities while maintaining low operational and maintenance costs to support the district's fleet cleaning requirements.

System Overview

The water reclamation system shall be a complete above ground installation capable of processing wash water from the existing automatic bus washing equipment. The system must be designed for continuous operation during peak washing periods and include adequate storage capacity to support multiple bus washing cycles without interruption. It must effectively remove contaminants including dirt, grease, oil, soap residues, and debris typically encountered in school bus cleaning operations.

Technical Requirements

Water Processing Capacity

• Minimum processing rate of approximately 125-150 gallons per minute with capability to handle peak flow demands

• Storage tank capacity sufficient for at least 8,000 gallons of treated water

• System designed to achieve a minimum of 70% water recovery rate from incoming wash water

• Capability to process water containing typical bus wash contaminants including road salt, mud, and cleaning chemicals

Control Systems and Monitoring Preferences

• Automated control panel with programmable logic controller for system operation

• Alarm systems for maintenance requirements and operational issues

• Flow meters and monitoring equipment for tracking water usage and recovery rates

Maintenance and Serviceability Preferred Features

Low Maintenance Design

• BCS prefers a water reclamation system that uses non-filtered treatment processes to ensure recycled water meets quality standards for vehicle washing applications and reduces the routine maintenance cost of using filters.

• The water reclamation system must incorporate design features that minimize ongoing maintenance requirements and associated costs. Berkeley County Schools requires easy access to all serviceable components. The system shall utilize standard industrial components readily available through local suppliers to reduce parts inventory requirements and emergency service costs.

Routine Maintenance Requirements

• Easily removable covers and access panels for inspection and component service

• Standard pipe fittings and connections for simplified repairs and modifications

• Pump systems designed for easy removal and replacement without system shutdown

Documentation and Training

• Comprehensive operation and maintenance manuals specific to the installed system

• Preventive maintenance schedules with detailed procedures and parts requirements

• On-site training for Berkeley County Schools maintenance personnel

• Troubleshooting guides and emergency operating procedures

• As-built drawings and system specifications for facility records

Performance Standards and Operational Requirements

Water Quality Standards

• Recycled water produced by the reclamation system shall meet quality standards appropriate for school bus washing applications. Oil and grease concentrations in treated water shall not exceed 10 parts per million to prevent redeposition on vehicle surfaces during washing operations.

Local Utility & Environmental Compliance

• The water reclamation system shall comply with all applicable environmental regulations for water treatment and discharge in Berkeley County, West Virginia. Discharge water quality must meet local municipal standards for connection to sanitary sewer systems and comply with current BCS permit allowances.

Warranty and Support Services

Equipment Warranty

• Berkeley County Schools requires a minimum 2-year comprehensive warranty coverage for all system components.

Technical Support and Service

• Contractor shall provide ongoing technical support including emergency service response within 48 hours for system failures affecting bus washing operations.

Training and Documentation Updates

• Initial training shall include hands-on instruction for Berkeley County Schools maintenance staff covering system operation, routine maintenance procedures, and troubleshooting techniques.

Contractor shall provide updated documentation for any system modifications or component changes during the warranty period.

Project Completion

Project to commence at a date and time agreed upon by Berkeley County Schools and the winning bidder with system to be fully operational by March 1, 2026.